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Practical information for 2015 AScI Interns

Information for incoming AScI interns

This page collects some practical information for students taking part in the Summer program on Mechanical function from geometry and topology. Since Aalto HR and the AScI coordinator are in charge of communication with respect to employement matters, this page should be considered informative. However, we have tried to make it as accurate as possible.

Important contact information

If you need a more detailed respose, you can contact:

AScI coordinator : Minna Lind

Aalto HR : Noora Koskivaara

Student Services : Jaakko Kölhi

AYY Housing : [email protected]

The rest of this document is a step-by-step guide, followed by some miscelaneous information.

The offer letter and work contract

This is the first step. Once you've accepted, you will need to send:

to Minna Lind. These are enough to generate an official offer letter and work contract. (Your transcript is used to calculate the exact salary, which is at least 1600€ / mo.)

Note about banking: Aalto can pay you directly into bank accounts in (at least) the SEPA area, United States, and Canada. Just enter your normal banking information into the personal data form.

Before you arrive

Here are some tasks you'll need to take care of before you arrive.

Finalize your start and end dates:

The next step is to finalize your start and end dates. This should be coordinated with Daniel, Marcelo, and Louis, and reported to Dr. Lind.

The standard dates, are Jun. 1–Aug. 31. These are also most convenient in terms of housing, but we have some flexibility.

Apply for housing:

Once your dates are fixed, you need to make a housing reservation with the Aalto Student's Union. AScI will make sure your application gets accepted.

You should apply for the "Teekkari Village Single room" option. This is in Otaniemi, near Aalto's campus. The other options are 45+ minutes away by public transport (and not in downtown Helsinki either).

The cost in previous years was about 250€ / mo and requires a ~250€ deposit.

The applicaiton process is as follows:

  1. Go to AYY´s housing application pages
  2. Sign up as a user in to the AYY system. Important: Make sure to mention in the “Personal notes” text box that you are “Summer accommodation applicant for 2015”
  3. Use the user ID and password from the previous step to log in to the Campus system. Click on "Own Applications" and then "New application". Select the queue "Teekkari Village single room/ dorm room".
  4. Click “Next: Personal details” and fill in your personal details.
  5. Click “Next: Companions” and then click “Send the application”.

If you are interested in the other housing options, repeat the process with the different queues.

Set up your student status:

Fill out the exchange student form and return it to Jaako Kölhi. You do not need to put any supporting documentation, despite what the form says. (Since you have been accepted already, this step is a formality.)

Book your plane tickets:

You need to buy your own plane ticket. After you arrive, you will be reimbursed for an economy-class, round-trip ticket to Helsinki from the country where you study. If the costs are comparable, e.g., US vs. Canada or all the flights are within Europe, we can probably make an exception, but check in advance. There is a maximum reimbursement of 1200€, so book in advance to get a good rate.

Make sure to keep your boarding passes and ticket receipt. (Electronic boarding passes are fine.)

Check your health insurance status:

During work hours you will have access to Diacor through Aalto, and also student health via the student's union. However, you won't have access to the Finnish public system, so check that your insurace will cover emergency care in Finland.

Get a visa if you need one:

You do not need a visa if you can normally enter the Schengen area without one (the so-called Annex II countries). Otherwise, you will need a visa. You can get one at any Finnish consulate in a country where you are a permanent resident or study.

After you arrive

Once you arrive, you will need to get things set up. Do all of these tasks right away.

Get a tax card:

In order to be paid, you will need to get a tax card from the Finnish tax authority. The office you need to go to is Into Finland, since it can issue you an ID number and tax card at the same time. You don't need an appointment. You'll need to bring:

  • Your passport or European ID card
  • Your work contract
  • Your address in Finland
  • A confirmation of your tax status at home (e.g., a pay stub or tax return)
  • A confirmation that you have health insurance and social insurance in your home country

Ask for a "progressive tax card" (there are details on VERO's site). This can result in a much lower rate and can't increase it. Past interns have paid between 0-5% on the amount over the tax-exempt amount of 500€ or so.

Bring your tax card to HR:

Bring your tax card and signed work contract to Noora Koskivaara. This will allow you to start being paid and activate you in the HR system.

Open your Aalto IT account:

TBD